Explanation
BACKGROUND: This ordinance provides the option for Fleet Management to purchase specific and unique parts and services for City vehicle and equipment repairs not available from any other vendors. The term of the proposed option contracts would be from the date of execution by the City up to and including October 31, 2019 with the right to extend for one (1) additional one-year period subject to mutual agreement by both parties.
The companies are all sole providers of parts and services for our region. Southeastern Equipment Co, Absolute Innovations, and Gregory Industries are the only local makers and distributors of specific equipment parts and services or the only authorized facility to perform manufacturer or warranty repairs. Southeastern Equipment is the supplier of various construction equipment, street sweepers and asphalt equipment. Absolute Innovations is the manufacturer of equipment used for infield grooming at baseball fields used by Recreation and Parks and Gregory Industries is the supplier of attenuator trailers used by Public Service.
SOUTHEASTERN EQUIPMENT CO, CC 06-9515112 (Expires 5/26/2019)
Total Estimated Annual Expenditure: $100,000.00
ABSOLUTE INNOVATIONS CC 352013222 (Expires 7/19/2019)
Total Estimated Annual Expenditure: $60,000.00
GREGORY INDUSTRIES CC 340818723 (Expires 7/19/2019)
Total Estimated Annual Expenditure: $40,000.00
These companies are not debarred according to the Excluded Party Listing System of the Federal Government or prohibited from being awarded a contract according to the Auditor of State Unresolved Findings for Recovery Certified Search. This ordinance is being submitted as an emergency because, without emergency action, no less than 37 days will be added to this procurement cycle and the efficient delivery of valuable public services will be slowed.
FISCAL IMPACT: Funding to establish this option contract is from the General Fund. City Agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize the Finance and Management Director to enter into contracts for the option to purchase equipment and services with Southeastern Equipment Co, Absolute Innovations, and Gregory Industries; to authorize the expenditure of $3.00 to establish the contract(s) from the General Fund; and to declare an emergency. ($3.00)
Body
WHEREAS, the Fleet Management Division has a need to procure automotive equipment parts, supplies, and services to provide for the City of Columbus’ vehicles; and
WHEREAS, these providers are the sole authorized parts vendor or repair facility within the geographic area Columbus, Franklin County; and
WHEREAS, the Fleet Management Division has a need to procure automotive, truck and equipment parts, supplies, and services from local authorized parts vendors and repair facilities in order to repair a variety of City vehicles on short notice, and
WHEREAS, an emergency exists in the usual daily operation of the Department of Finance and Management in that it is immediately necessary to authorize the Director to enter into a contract(s) with Southeastern Equipment Co, Absolute Innovations, and Gregory Industries for the option to purchase vehicle parts and services for the Fleet Management Division; now, therefore:
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Finance and Management Director be and is hereby authorized to enter into the following sole source contracts for the option to purchase vehicle parts and services for a term of approximately two (2) years, expiring October 31, 2019, with the option to renew for one (1) additional year as follows:
Southeastern Equipment Co: Amount: $1.00
Absolute Innovations.: Amount: $1.00
Gregory Industries: Amount: $1.00
SECTION 2. That the expenditure of $3.00 is hereby authorized in Fund 1000 General Fund, Object Class 02 Materials and Supplies per the account codes in the attachment of this ordinance.
SECTION 3.That these purchases are in accordance with the provisions of the Columbus City Code Chapter 329, “Sole Source Procurement.”
SECTION 4. That for the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby declared to be an emergency measure and shall take effect and be in force from and after its passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.